Senior Operational Assistant
il y a 4 jours
Job Description
Description
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The Assistant will perform a wide range of operational support, administrative and secretarial duties for the Division. The jobholder will share responsibilities with other assistants in the Division.Operating Network:
The Assistant will report to the Head of Division and will work with all Division members (lawyers and assistants), other Directorates and interface with external contacts to support the Division's operation.
Accountabilities:
Provide administrative support on legal documentation in collaboration with the Division's lawyers, including: preparation of execution versions of contracts, processing of originals, follow-up with counterparts and other EIB operational directorates, notifications of signatures and document filingEdit and proofread all outgoing documents in terms of compliance with administrative procedures and ensure quality control of documentsPrepare and follow-up purchase requests for consultancy and take care of administrative aspects in relation to in-house and external consultantsPrepare draft correspondence on various topics for the Division, including notes, reports, presentationsVerify data to be inserted in contractual documents and coordinate with other Directorates to assist lawyers in the preparation of new contracts and other documentsMake suggestions and contribute to improve key records management processes in the Division and the DepartmentCarry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetingsBuild and maintain good relationships with internal and external counterpartsProvide ad-hoc assistance for cross-Division projects and activities as requiredEnsure back-up to colleagues to guarantee continuous business supportQualifications:
Secondary level diploma, completed with a 2-year certification in a relevant field (secretarial studies, business administration) or Secondary level diploma with equally qualified experience in a relevant field;At least 3 years of relevant, professional post-qualification experience (i.e. in similar or related tasks); experience acquired as administrative assistant. Experience in in a law firm, corporate legal function, or any other legal environment, is an advantage;Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage;Excellent knowledge of English and/or French (*), with a good command of the other.Excellent knowledge of written and spoken Italian.Knowledge of any another language of the European Union would be an asset.Source:
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